What are the responsibilities and job description for the Project Administrator position at SERVPRO of Santa Clarita Valley?
Benefits:401(k)401(k) matchingDental insuranceHealth insurancePaid time offTraining & developmentVision insurance The Project Administrator will steward administrative project management tasks across all service lines, from First Notice of Loss (FNOL) through close-out and invoicing by maintaining an accurate Work-in-Progress (WIP) board, ensuring complete and compliant documentation, supporting estimating based on scope and photos, coordinating business hours schedules and dispatch, and providing professional customer service to all stakeholders.Primary ResponsibilitiesFNOL Intake, Customer Service, and DispatchPromptly receive, screen, and enter all lead calls and job referrals (FNOLs) into relevant systems with complete, accurate details.Answer phones, route inquiries, and greet visitors in a professional manner; resolve routine issues and escalate as needed.Dispatch and track leads/referrals to the appropriate operational teams to ensure rapid response and clear handoffs.Monitor logistical progress of referrals and active jobs to meet customer expectations and program requirements.WIP Management, Scheduling, and CoordinationMaintain an accurate, up-to-date WIP board for all active leads and projects.Collaborate with RMs and CMs to coordinate the daily production schedule and on-call schedule; confirm resources, sequencing, and timing.Review WIP trends to identify bottlenecks or gaps; surface issues early and recommend practical fixes.Job File Documentation, Estimating Support, and ComplianceCommunicate daily with RMs, RSs and CMs to ensure all required documentation is captured on site at point of task (photos, readings, notes, signatures).Verify estimates based on documented scope and photos; verify that all work performed is captured for billing.Audit job files daily for accuracy and completeness against internal SOPs and program requirements.Complete job file reports for all assigned projects.Review timestamps and other datapoints to ensure accurate reporting and KPMs.Prepare files for final upload and audit; perform internal audits to confirm estimate, scope, and file compliance.Monitor and ensure all client/program requirements are followed; maintain timely internal and external communications.Close-Out and Invoicing SupportExecute all job close-out activities, including documentation checks, status updates, and tasking to the billing/accounting team.Coordinate with accounting to support accurate, timely invoicing and resolve documentation questions quickly.General Office DutiesMaintain organized digital and physical records; perform light filing as needed.Assist other departments as assigned to meet business needs.Education And Experience RequirementsHigh school diploma or GED required.Prior receptionist/office, dispatch, or estimating experience preferred.Exceptional customer service, strong administrative skills, and clear verbal and written communication required.Proficiency with common office software and digital tools; strong general tech skills, ability to learn industry platforms quickly.Experience in restoration, construction, or insurance is a plus. (Familiarity with estimating and job-management systems preferred.)Physical And Work Environment RequirementsOffice-based, largely sedentary role. Occasional filing and lifting of file boxes; may require opening cabinets and using a step stool.Normal Working Hours, Additional Hours, And TravelFull-time, MondayFriday, start time at 7:30am (just prior to business open), concluding at 5:30pm (just after business close)Longer or flexible hours may be required based on business needs. Minimal travel.
